Scanning Council Files for ADA

The City of Los Angeles is seeking a qualified vendor to digitize approximately 9,000 council file folders (about 1.1 million pages) into an ADA‑compliant, searchable electronic format. The contractor will retrieve archival boxes from the City’s Records Management Division, create barcode identifiers, log contents, prepare documents (remove staples, tape notes, etc.), scan them at 300 dpi (black‑white or color as needed), perform image enhancement, index according to City specifications, conduct quality‑control checks, correct any errors within 24 hours, store images for six months during QC, and return the original boxes within two months of completion. The contract term is three years with two optional one‑year renewals, and the total budget is $45,000. • Scope: Retrieval, barcode tagging, detailed logging, preparation, high‑volume scanning, indexing, QC, error remediation, and return of original materials. • Volume: ~9,000 folders, ~1,125,000 pages. • Technical requirements: 300 dpi, WCAG‑ADA compliance, integration with the City’s Legislative Management System. • Delivery: Scanned files hosted on contractor’s image server for immediate City access; originals returned within 2 months. • Mandatory pre‑proposal conference on 2026‑12‑01 (virtual). • Proposal due 2026‑12‑15; questions due 2026‑11‑18.